Dear colleague letter (United States)
Encyclopedia
A "Dear Colleague" letter is official correspondence that is sent by a Member, committee, or officer of the United States House of Representatives
or United States Senate
and that is distributed in bulk to other congressional offices. A "Dear Colleague" letter may be circulated in paper form through internal mail
, distributed on a chamber floor, or sent electronically.
"Dear Colleague" letters are often used to encourage others to cosponsor, support, or oppose a bill. "Dear Colleague" letters concerning a bill or resolution generally include a description of the legislation or other subject matter along with a reason or reasons for support or opposition. Senders or signatories of such letters become identified with the particular issue. "Dear Colleague" letters can also create an "unofficial link" in the Capitol Hill information chain.
Additionally, "Dear Colleague" letters are used to inform Members and their offices about events connected to congressional business or modifications to House or Senate operations. The Committee on House Administration and the Senate Committee on Rules and Administration, for example, routinely circulate "Dear Colleague" letters to Members concerning matters that affect House or Senate operations, such as House changes to computer password policies or a reminder about Senate restrictions on mass mailings prior to elections.
These letters frequently begin with the salutation "Dear Colleague." The length of such correspondence varies, with a typical "Dear Colleague" running one to two pages.
required measures to be introduced only in a manner involving the "explicit approval of the full chamber," Representatives needed permission to introduce legislation. A not uncommon communication medium for soliciting support for this action was a letter to colleagues. Representative Abraham Lincoln, in 1849, formally notified his colleagues in writing that he intended to seek their authorization to introduce a bill to abolish slavery in the District of Columbia
.
The phrase "Dear Colleague" has been used to refer to a widely distributed letter among Members at least since early in the 20th century. In 1913, the New York Times
included the text of a "Dear Colleague" letter written by Representative Finley H. Gray to Representative Robert N. Page in which Gray outlined his "conceptions of a fit and proper manner" in which Members of the House should "show their respect for the President" and "express their well wishes" to the first family
. In 1916, the Washington Post
included the text of a "Dear Colleague" letter written by Representative William P. Borland and distributed to colleagues on the House floor. The letter provided an explanation of an amendment he had offered to a House bill.
Congress has since expanded its use of the Internet and electronic devices to facilitate distribution of legislative documents. Electronic "Dear Colleague" letters can be disseminated via internal networks in the House and Senate, supplementing or supplanting paper forms of the letters. Such electronic communication
has increased the speed and facilitated the process of distributing "Dear Colleague" letters.
Members of the House often send out "Dear Colleague" letters to recruit cosponsors for their measures. The practice of recruiting cosponsors has become more important since the passage of H.Res. 42 in the 90th Congress
(1967-1969). H.Res. 42 amended House rules to permit bill cosponsors, but limited the number to 25. In 1979, the House agreed to H.Res. 86, which further amended House rules to permit unlimited numbers of cosponsors.
must accompany the "Dear Colleague" letter, addressed to the deputy chief administrative officer
of the House for customer solutions, with specific distribution instructions and authorization as to the number to be distributed. The deadline for morning distribution is 9:45 a.m. and for afternoon mail delivery 1:45 p.m.
The current number of paper copies needed for distribution of a "Dear Colleague" letter in the House is
Electronic versions of "Dear Colleague" letters sent prior to August 12, 2008, are stored in a Microsoft Exchange public folder that is accessible to all House Members and staff. Electronic versions of "Dear Colleague" letters sent on or after August 12, 2008, are archived on the House e-"Dear Colleague" website.
Since 2003, 46,072 "Dear Colleague" letters have been sent electronically. In 2007, 12,297 "Dear Colleague" letters were sent electronically. Figure 1 shows the total number of "Dear Colleague" letters sent electronically between 2003 and 2007. The disparity in the number of "Dear Colleague" letters sent electronically between 2003-2006 and 2007 might be explained in part by increased use of electronic communications tools in the House.
A reduction in electronic "Dear Colleague" letters sent in August may occur because of the month-long district work period or recess that normally occurs in August. Following the August recess, especially in an election year, the number of "Dear Colleague" letters decreases. The decrease may occur as the result of Congress typically adjourning in the fall.
On August 12, 2008, the House introduced a web-based
e-"Dear Colleague" distribution system. The e-"Dear Colleague" system replaced the email-based system. Under the e-"Dear Colleague" system, Members and staff "will be able to compose e-Dear Colleagues online, and associate them with up to three issue areas. Members and staff will be able to independently manage their subscription to various issue areas and receive e-Dear Colleagues according to individual interest."
Division. Once reproduced, letters are delivered to the Senate Mailroom by the sending office, accompanied by a distribution form or cover letter with specific distribution instructions.
The current distribution numbers for "Dear Colleague" letters in the Senate are
The choice to send "Dear Colleague" letters electronically is at the discretion of the individual Senate office. There is no central distribution system for electronic Senate "Dear Colleague" letters.
United States House of Representatives
The United States House of Representatives is one of the two Houses of the United States Congress, the bicameral legislature which also includes the Senate.The composition and powers of the House are established in Article One of the Constitution...
or United States Senate
United States Senate
The United States Senate is the upper house of the bicameral legislature of the United States, and together with the United States House of Representatives comprises the United States Congress. The composition and powers of the Senate are established in Article One of the U.S. Constitution. Each...
and that is distributed in bulk to other congressional offices. A "Dear Colleague" letter may be circulated in paper form through internal mail
Pigeonhole messagebox
A pigeon-hole messagebox is a device for communication commonly used in organisations, workplaces and educational institutes in the United Kingdom and other countries...
, distributed on a chamber floor, or sent electronically.
"Dear Colleague" letters are often used to encourage others to cosponsor, support, or oppose a bill. "Dear Colleague" letters concerning a bill or resolution generally include a description of the legislation or other subject matter along with a reason or reasons for support or opposition. Senders or signatories of such letters become identified with the particular issue. "Dear Colleague" letters can also create an "unofficial link" in the Capitol Hill information chain.
Additionally, "Dear Colleague" letters are used to inform Members and their offices about events connected to congressional business or modifications to House or Senate operations. The Committee on House Administration and the Senate Committee on Rules and Administration, for example, routinely circulate "Dear Colleague" letters to Members concerning matters that affect House or Senate operations, such as House changes to computer password policies or a reminder about Senate restrictions on mass mailings prior to elections.
These letters frequently begin with the salutation "Dear Colleague." The length of such correspondence varies, with a typical "Dear Colleague" running one to two pages.
Development
Member-to-Member correspondence has long been used in Congress. For example, since early House rulesHouse rules
House rules are rules applying only in a certain location or organization. Bars and pubs in which games take place frequently have house rules posted...
required measures to be introduced only in a manner involving the "explicit approval of the full chamber," Representatives needed permission to introduce legislation. A not uncommon communication medium for soliciting support for this action was a letter to colleagues. Representative Abraham Lincoln, in 1849, formally notified his colleagues in writing that he intended to seek their authorization to introduce a bill to abolish slavery in the District of Columbia
Washington, D.C.
Washington, D.C., formally the District of Columbia and commonly referred to as Washington, "the District", or simply D.C., is the capital of the United States. On July 16, 1790, the United States Congress approved the creation of a permanent national capital as permitted by the U.S. Constitution....
.
The phrase "Dear Colleague" has been used to refer to a widely distributed letter among Members at least since early in the 20th century. In 1913, the New York Times
The New York Times
The New York Times is an American daily newspaper founded and continuously published in New York City since 1851. The New York Times has won 106 Pulitzer Prizes, the most of any news organization...
included the text of a "Dear Colleague" letter written by Representative Finley H. Gray to Representative Robert N. Page in which Gray outlined his "conceptions of a fit and proper manner" in which Members of the House should "show their respect for the President" and "express their well wishes" to the first family
First Family
A First Family is an unofficial title for the family of the head of state or head of government of a country .A First Family usually consists of:*The head of state or head of government*The First Lady or First Gentleman...
. In 1916, the Washington Post
The Washington Post
The Washington Post is Washington, D.C.'s largest newspaper and its oldest still-existing paper, founded in 1877. Located in the capital of the United States, The Post has a particular emphasis on national politics. D.C., Maryland, and Virginia editions are printed for daily circulation...
included the text of a "Dear Colleague" letter written by Representative William P. Borland and distributed to colleagues on the House floor. The letter provided an explanation of an amendment he had offered to a House bill.
Congress has since expanded its use of the Internet and electronic devices to facilitate distribution of legislative documents. Electronic "Dear Colleague" letters can be disseminated via internal networks in the House and Senate, supplementing or supplanting paper forms of the letters. Such electronic communication
Telecommunication
Telecommunication is the transmission of information over significant distances to communicate. In earlier times, telecommunications involved the use of visual signals, such as beacons, smoke signals, semaphore telegraphs, signal flags, and optical heliographs, or audio messages via coded...
has increased the speed and facilitated the process of distributing "Dear Colleague" letters.
Use of "Dear Colleague" Letters
In the contemporary Congress, Members use both printed copy distribution and electronic delivery for sending "Dear Colleague" letters.House of Representatives
In the House, Members may choose to send "Dear Colleague" letters through internal mail, through the e-"Dear Colleague" system, or both. Regardless of distribution method, House "Dear Colleague" letters are required to address official business and must be signed by a Member or officer of Congress.Members of the House often send out "Dear Colleague" letters to recruit cosponsors for their measures. The practice of recruiting cosponsors has become more important since the passage of H.Res. 42 in the 90th Congress
90th United States Congress
The Ninetieth United States Congress was a meeting of the legislative branch of the United States federal government, composed of the United States Senate and the United States House of Representatives. It met in Washington, DC from January 3, 1967 to January 3, 1969, during the last two years of...
(1967-1969). H.Res. 42 amended House rules to permit bill cosponsors, but limited the number to 25. In 1979, the House agreed to H.Res. 86, which further amended House rules to permit unlimited numbers of cosponsors.
Internal Mail
"Dear Colleague" letters sent through internal mail must be written on official letterhead, address official business, and be signed by a Member or officer of Congress. A cover letterCover letter
A cover letter, covering letter, motivation letter, motivational letter or a letter of motivation is a letter of introduction attached to, or accompanying another document such as a résumé or curriculum vitae.- For employment :...
must accompany the "Dear Colleague" letter, addressed to the deputy chief administrative officer
Chief administrative officer
A chief administrative officer is responsible for administrative management of private, public or governmental corporations. The CAO is one of the highest ranking members of an organization, managing daily operations and usually reporting directly to the chief executive officer. In some companies,...
of the House for customer solutions, with specific distribution instructions and authorization as to the number to be distributed. The deadline for morning distribution is 9:45 a.m. and for afternoon mail delivery 1:45 p.m.
The current number of paper copies needed for distribution of a "Dear Colleague" letter in the House is
e-"Dear Colleague" System
An increasing number of congressional offices transmit "Dear Colleague" letters electronically. Pursuant to the House Members' Congressional Handbook, the rules regulating a paper "Dear Colleague" letter sent via internal mail are also applicable to a letter sent electronically.Electronic versions of "Dear Colleague" letters sent prior to August 12, 2008, are stored in a Microsoft Exchange public folder that is accessible to all House Members and staff. Electronic versions of "Dear Colleague" letters sent on or after August 12, 2008, are archived on the House e-"Dear Colleague" website.
Since 2003, 46,072 "Dear Colleague" letters have been sent electronically. In 2007, 12,297 "Dear Colleague" letters were sent electronically. Figure 1 shows the total number of "Dear Colleague" letters sent electronically between 2003 and 2007. The disparity in the number of "Dear Colleague" letters sent electronically between 2003-2006 and 2007 might be explained in part by increased use of electronic communications tools in the House.
A reduction in electronic "Dear Colleague" letters sent in August may occur because of the month-long district work period or recess that normally occurs in August. Following the August recess, especially in an election year, the number of "Dear Colleague" letters decreases. The decrease may occur as the result of Congress typically adjourning in the fall.
On August 12, 2008, the House introduced a web-based
World Wide Web
The World Wide Web is a system of interlinked hypertext documents accessed via the Internet...
e-"Dear Colleague" distribution system. The e-"Dear Colleague" system replaced the email-based system. Under the e-"Dear Colleague" system, Members and staff "will be able to compose e-Dear Colleagues online, and associate them with up to three issue areas. Members and staff will be able to independently manage their subscription to various issue areas and receive e-Dear Colleagues according to individual interest."
Senate
Similar to the House paper system, "Dear Colleague" letters in the Senate are written on official letterhead and address official business, but there is not a central distribution policy. In general, when using the paper system, Senators and chamber officers create their own "Dear Colleague" letters and have them reproduced at the Senate Printing Graphics and Direct MailDirect marketing
Direct marketing is a channel-agnostic form of advertising that allows businesses and nonprofits to communicate straight to the customer, with advertising techniques such as mobile messaging, email, interactive consumer websites, online display ads, fliers, catalog distribution, promotional...
Division. Once reproduced, letters are delivered to the Senate Mailroom by the sending office, accompanied by a distribution form or cover letter with specific distribution instructions.
The current distribution numbers for "Dear Colleague" letters in the Senate are
- 100 for all Senators;
- 20 for standing, select, and special committees;
- 5 for the joint leadership; and
- 1 each for the officers of the Senate (total of 7).
The choice to send "Dear Colleague" letters electronically is at the discretion of the individual Senate office. There is no central distribution system for electronic Senate "Dear Colleague" letters.